Bulk Maintenance - Download, Editing and Upload of Profile Data

Profiles - Bulk Maintenance - Options:

In the bulk maintenance screen you will see several options:  

Data can be loaded in the legacy file format or in the Kura download file format.  

• Append Legacy: Accepts the legacy csv or xlsx format. Selecting this will append new profile data records to your existing data. Appending data will not archive any existing profiles. If a profile contained in an append file already exists; email address or external ID already exist for a profile in the organisation, existing details will be updated, for example, tokens, name and phone number.
• Replace Legacy: Accepts the legacy csv or xlsx format.

  Profile data is matched based on:

  • External ID for passengers,

  • Email address for observers.

  Where a match is found, existing profile data will be updated.

  Where no match is found a new profile will be created.

  Where a profile previously existed but is no longer present in the file, the profile will be archived, unless the profile is an emergency contact or has an authorisation group assigned.

  When a profile is archived:

  • Passengers will be removed from any scheduled trips,

  • The link to any user account will be broken.

  If a profile has been archived and should be reactivated, adding the profile data to the file, with the same External ID for passenger or email address for observer, will re-activate the profile.

• Append: Accepts the new download format in csv or xlsx. Selecting this will append new profile data records to your existing data. Appending data will not archive any existing profiles. If a profile contained in an append file already exists; email address or external ID already exist for a profile in the organisation, existing details will be updated, for example, tokens, name and phone number.
• Replace: Accepts the new download format in csv or xlsx (to import as xlsx please find instructions for importing the existing profile data into Excel below in Profiles - Bulk Maintenance - Editing a Download File in Excel:).

  Profile data is matched based on:

  • External ID for passengers,

  • Email address for observers.

  Where a match is found, existing profile data will be updated.

  Where no match is found a new profile will be created.

  Where a profile previously existed but is no longer present in the file, the profile will be archived, unless the profile is an emergency contact or has an authorisation group assigned.

  When a profile is archived:

  • Passengers will be removed from any scheduled trips,

  • The link to any user account will be broken.

  If a profile has been archived and should be reactivated, adding the profile data to the file, with the same External ID for passenger or email address for observer, will re-activate the profile.

Profiles - Bulk Maintenance - Download:

This exports a csv file containing all passenger, observer and employee profiles that are active for the organisation. The download will create a csv file containing a row for each passenger, observer or employee record:

• Tokens: Tokens are serial numbers of the NFC or RFID that a Passenger uses to scan as they board or disembark a vehicle. If a passenger has multiple Tokens, each Token serial number is separated by a semi-colon, for example,  04AFD13AB76336;04AFD13AB76325.
• External ID: External ID for the profile (For Passengers this is the identifying field that is matched to update or archive a profile)
• Name: Profile Name
• Email: Profile Email Address (For Observers this is the identifying field that is matched to update or archive a profile)
• Phone Number: Profile phone number
• Observers Email: Where the profile is for a passenger, email addresses of all profiles that observe the passenger are shown.  If there are multiple observers, each email address is separated by a semi-colon.
• Is Passenger: If this is TRUE, the profile is a passenger. If this is FALSE, the profile is an observer or employee.
• Is Imported: If this is TRUE, the profile has been created as the result of a bulk append or replace and is managed via bulk maintenance. If this is FALSE, the profile has been created manually via the New Profile button on the Profiles screen and is maintained outside of the bulk maintenance process. This field is automatically populated by the Kura system.

Profiles - Bulk Maintenance - Editing a profile download file in Excel:

To edit a downloaded profile csv file in Excel, the file should first be saved to a location on your computer.  The file should then be imported into Excel, ensuring that all fields are imported as text to retain any leading zeros and display phone numbers in full.

To do this you should open a new window in Excel, select Data from the top navigation menu and then From Text/CSV:

You can then browse to the location where the file is saved, select this and then Import:

An import wizard will be displayed where you can preview your data.  This will automatically select a format for each column. If any leading zeros are missed e.g.  in Tokens or External ID, or any data isn't shown in full, you should select Transform Data:

 

This will open a query editor where you can select each column field and see the data type assigned.  All fields should be imported as Text. You can change the format assigned by selecting Text from the drop-down menu:

This will open a modal where you can confirm the format change by selecting Replace Current:

Once all column fields are selected as Text format, you can select to Close & Load the data:

This will open the data in Excel with leading zeros retained and data shown in full:

The data should be reviewed to ensure that this is as expected. Additional profile data can be added to the file as required and profile records removed, where these are imported profiles, so that the profile is archived. The file can then be saved in xlsx format and loaded via Replace.

Profile - Bulk Maintenance - Importing a file:

When you select the upload type that you would like; append or replace, a page will display where you can load your file:

You can load your file by dragging and dropping the file into the sheet:

Or you can select the add file button to browse to the file location:

Once you have dragged in or selected the file that you wish to load, you will see that the file is being extracted:

Once this process is complete, you will see a success message:

For files in xlsx format that have multiple worksheets containing data, you will be asked to select the sheet that you wish to load data from. Data will be imported to Profiles, so please select 'Profiles' as the destination for import and then the 'Continue' button to proceed:

For csv, or xlsx with a single worksheet, you will skip the worksheet selection step and will be taken directly to the mapping screen. The mapping between incoming fields and destination fields will be applied automatically where column headers match expected destination field names. A preview of the incoming data can be viewed by hovering over the incoming field:

Where mappings have not automatically been identified, you can select the appropriate mapping by selecting the destination field from the drop-down: 

Please review mappings to ensure that they are correct before proceeding. Once you have reviewed and applied mappings, you can select the 'Continue' button:

You will then be able to preview the data, with any invalid records highlighted. If you hover over an invalid record highlighted in red, this will give a rejection reason:

You can filter the view using the filter bar at the top of the screen, to show invalid records only. You can also filter by error type if you wish:

File upload will be blocked, as the upload profile button is not accessible, until the invalid records have been corrected. Although you can correct the records within the preview, we recommend cancelling the upload, by returning to another navigation menu item, and correcting the records within the file before proceeding so that the file contains the correct master data.

Once you have uploaded a corrected file, following the steps above, and all records are valid, the 'Upload Profiles' button can be selected:

As the file processes, you will a status bar:

Once a file has successfully processed, you will be taken to the profile screen so that you can review the profiles:

Profiles - Bulk Maintenance - Errors:

In the event that there is an error loading the file, for example, where the 5000 passenger limit is exceeded, you will see an error description at the top right of the screen:

If you see an error: Failed Not a number, this relates to invalid phone numbers:

Phone numbers are accepted in formats +447977111222, 447977111222, 07977111222, 7977111222. Where there are spaces in a phone number these are removed automatically, for example, 7977 111 222 would be automatically converted to +44797711222.

Profiles - Bulk Maintenance - Change manually created profiles to be maintained via Bulk Maintenance:

If a manually created profile is added to an import file via Replace, this will be taken over by the import process and marked as an imported profile, so that this can be managed via bulk maintenance in future. 

If a profile is an emergency contact, or has an authorisation group assigned, the profile will not be archived if it is removed from the import file.  If emergency contact status and authorisation group are removed from a profile, this will be archived if the profile details are excluded in a Replace import file.

There is a filter in the profiles page that allows you to view all profiles, profiles created manually or profiles created via a bulk upload:

• All: All profiles for the organisation
• Manual: Profiles created via the 'New Profile' button on the Profiles screen
• Upload: Profiles created via bulk maintenance append or replace

This allows you to see which profiles will be maintained via bulk maintenance and which profiles have been created manually.

The filter works in tandem with the 'Type' filter so you can view All, Employees, Observers or Passengers that have been created via bulk upload or manually.  Search will perform a search within the filtered selection.

At the top right of the panel there is an icon that allows you to clear all filters, or the page can be refreshed to clear the filters.